Randolph-Macon College

Transcription

1 Randolph-Macon College Class Agent Handbook Your investment in THE RANDOLPH-MACON FUND allows the College to continue being the college that you love. 1

2 Dear R-MC Class Agent: Thank you for agreeing to serve as a Class Agent at Randolph-Macon College. Yőŗ ŒŎŃś ŃŐ ŋőŗňʼnŕńŏ ŔőŎŇ ŋő ŖŊŇ CőŎŎŇʼnŇDzŕ ňŗőņŕńŋŕŋőʼn ŇňňőŔŖŕƤ TŊŋŕ ŒŃŅōŇŖ řŋŏŏ ŊŇŎŒ Ŗő answer all of your questions. And, you can always contact our office with any questions that you may have. As a leader among your peers, your letters to your classmates will provide a personal touch, which is a valuable asset in soliciting gifts for THE RANDOLPH-MACON FUND. Your willingness to share the importance of giving to Randolph-Macon with your classmates means a great deal to the future of the College. Please read this entire packet, as it will help you understand your role and what you will need to do. A timeline is provided on the next page for quick reference. After the timeline, you will find procedures that match the timeline, as well as other helpful information. The Office of Annual Giving will make this as easy as possible, with lots of reminders and assistance as you need it. Again, please feel free to contact us anytime. We look forward to getting to know each of you in the coming year. Thank you for the many ways you support Randolph-Macon. The Annual Giving and Alumni Relations Team Myra Legg Donna Curtis Executive Director of Development Annual Programs Specialist myralegg@rmc.edu donnacurtis@rmc.edu CŃŔŃ CŃŔŐŇ Ʈ12 Jane Dungan Coordinator of Young Alumni Programs Associate Director of Internships and Alumni Relations caracarne@rmc.edu janedungan@rmc.edu VŃŗʼnŊŃŐ WŇŋņŋʼn CŎŃŔō Ʈ04 Associate Director of Annual Giving & Bailey Price Alumni Relations Assistant Director of Annual Giving & Alumni Relations vaughanclark@rmc.edu baileyprice@rmc.edu 2

3 Table of Contents I. Job Description II. III. IV. Society of Alumni Development Committee & Tom Powers Award Calendar and Timeline Fundraising Results and Fundraising Goals V. Fast Facts VI. VII. VIII. IX. THE RANDOLPH-MACON FUND & Presidents Society Ways to Give Matching Gifts Frequently Asked Questions X. Helpful Hints for Fundraising XI Individual Class Giving Randolph-Macon College Office of Annual Giving PO Box 5005 Ashland, VA Office: Fax:

4 I. Class Agent Volunteer Job Description Purpose: To solicit your peers, with support from the Office of Annual Giving, for contributions to the College. Qualifications: Current donor to the College Proven leadership ability Commitment to: o increasing alumni giving and participation o ongoing communication and collaboration Responsibilities: 1. Make your own gift or pledge to the College, before asking classmates to do so. 2. Coordinate with the Office of Annual Giving to establish fundraising goals for your class. 3. Serve as an ambassador of the College by communicating the importance of giving and supporting Randolph-Macon. 4. Encourage classmates to give and/or increase their support to R-MC by reaching out to them via mail, and/or phone. 5. Steward donors through acknowledgement vehicles and thank you notes. 6. Identify potential major gifts prospects for R-MC gift officers. 7. Accompany Annual Giving staff members on personal visits, when appropriate. 8. Communicate with classmates and your staff liaison on a regular basis: a. Provide updates and new happenings to classmates. b. Provide updated contact information on classmates to staff, when appropriate. Support Provided: SOA Development Committee Annual Class Agent Program Class Agent Handbook Ongoing staff support Sample letters and other communications Time Commitment: Volunteering as a Class Agent usually takes hours per year. 4

5 II. Society of Alumni Development Committee & Tom Powers Award WŊŋŎŇ ŅŎŃŕŕ ŃʼnŇŐŖŕ ŃŔŇ ŔŇŕŒőŐŕŋńŎŇ ňőŕ ŖŊŇŋŔ ŔŇŕŒŇŅŖŇņ ʼnŔŃņŗŃŖŋŐʼn ŅŎŃŕŕDzŕ ňŗőņŕńŋŕŋőʼn efforts, the Society of Alumni Development Committee oversees the entire class agent program. The SOA Development Committee, a branch of the Randolph-Macon College alumni volunteer group, consists of a few class agents per decade and will act as the liaison between the College and the class agents, assisting in the diffusion of information. The SOA Development Committee members will promote the Tom Powers Award, help direct the class agent solicitation message, as well as spearhead any special fundraising initiatives (Greek challenges, athletic challenges, etc.). The SOA Development Committee exists to provide leadership and guidance for the class agent program and every year, will develop some of the goals for the class agents. Tom Powers Award In 2003, the Society of Alumni created an award to recognize those classes with the highest giving participation rate within their decade. TŊŇś ŐŃŏŇņ ŖŊŇ ŃřŃŔņ ŃňŖŇŔ WƤ TŊőŏŃŕ (Tőŏ) PőřŇŔŕơ Dz31Ƥ Tom Powers, who died in 1991, was a tireless volunteer for Randolph- Macon, inspiring hundreds of alumni to support the College. An active volunteer for Randolph-Macon since Ŋŋŕ ʼnŔŃņŗŃŖŋőŐ ŋő 1931ơ MŔƤ PőřŇŔŕDz ŏőŕŗ distinctive long-term contribution to his alma mater was his role in recruiting other volunteers for the institution through his leadership style and magnetic personality. His service to the college included work with the Admissions Office to entertain prospective and admitted students; work with the Development Office to encourage other alumni to contribute financially to the college; and service as chairman of the national Leadership Telethon program. A member of the Alumni Board beginning in 1974, Mr. Powers was elected to the Board of!ŕŕőņŋńŗňŕ ŋő 1983Ƥ!ŕ ŅŊŃŋŔŏŃŐ őň ŖŊŇ ŅőŎŎŇʼnŇDzŕ $15-ŏŋŎŎŋőŐ ŅŃŒŋŖŃŎ ŅŃŏŒŃŋʼnŐơ ǵoŗŕ Heritage, Our Future: The Campaign for Randolph-MŃŅőŐ CőŎŎŇʼnŇơǶ ŊŇ řńŕ ŅŔŇņŋŖŇņ řŋŗŋ donating ořňŕ 1ơ000 ŊőŗŔŕ őň ŒŇŔŕőŐŃŎ ŖŋŏŇƤ OŖŊŇŔřŋŕŇ ōőőřő Ńŕ ǵmŕƥ R-MCǶơ Tőŏ řńŕ instrumental in recruiting more than 500 alumni volunteers who helped solicit funds for the undertaking. The Tom Powers Award is housed in the Advancement Office along with a plaque honoring the award winners. The winners of each decade that win the award are announced annually during Homecoming weekend. A hand-cut Trinon crystal piece mounted on a walnut base is presented annually to those classes with the highest participation rates within their decade. The Society of Alumni Development Committee oversees this program. 5

6 III Class Agent Calendar/Timeline Date Who Action September/October Annual Giving Team Phone-a-thon calling efforts for new fiscal year November Class Agents to classmates introducing yourself and goals for the class; Fall solicitation letters to be approved and mailed December Class Agents End of Calendar year s/calls Late December Annual Giving Team End of calendar year solicitation March Class Agents All edits due to R-MC for spring solicitation letters. April Annual Giving Team Spring solicitation letters to be mailed End of May/June Class Agents End of fiscal year s/calls June Annual Giving Team End of fiscal year solicitation July Annual Giving Team Volunteer commitment forms mailed for next year July Class Agents Thank you notes to donors 6

7 IV. Fundraising Results and Goals * Alumni Participation goals are based on restricted and unrestricted giving totals while the Annual Fund goal is based solely on Annual Fund totals. The Grand Total goal includes ALL giving to the College Goals Alumni Participation 38% (3,620 alumni donors) Annual Fund $1,250, Results Alumni Participation 37% Annual Fund Raised $1,142,168 Grand Total Raised $8,527,082 Grand total fundraising includes Major Gift/Capital fundraising, Yellow Jacket Club donations, & gifts-in-kind Results Alumni Participation 38% Annual Fund Raised $1,240,602 Grand Total Raised $19,438,059 Grand total fundraising includes Major Gift/Capital fundraising, Yellow Jacket Club donations, & gifts-in-kind Results Alumni Participation 37% Annual Fund Raised $1,238,591 Grand Total Raised $9,014,571 Grand total fundraising includes Major Gift/Capital fundraising, Yellow Jacket Club donations, & gifts-in-kind. 7

8 V. Fast Facts about Randolph-Macon College Total Enrollment: 1,312 students representing 31 states, the District of Columbia and 20 foreign countries. TŊŋŕ ŋŕ ŖŊŇ ŎŃŔʼnŇŕŖ ŇŐŔőŎŎŏŇŐŖ ŋő ŖŊŇ CőŎŎŇʼnŇDzŕ ŊŋŕŖőŔśƤ Student/ Faculty Ratio: 12:1 Average Class Size: 16 Male: 48% Female: 52% VI. THE RANDOLPH-MACON FUND & Presidents Society: Make a Difference! What is THE RANDOLPH-MACON FUND? THE RANDOLPH-MACON FUND (formerly known as the Annual Fund), supported by contributions from alumni, parents, faculty, staff, and friends of Randolph-Macon, provides unrestricted financial assistance. The dollars in THE RANDOLPH-MACON FUND are used where and when they are needed most urgently. This fiscal flexibility allows the College Ŗő ŋőőőřńŗňơ ŃŐņ ŔŇŕŒőŐņ œŗŋņōŏś ŃŐņ ņňņŋŕŋřňŏś Ŗő őŗŕ ŕŗŗņňőŗŕDz ʼnŔŇŃŖŇŕŖ ŐŇŇņŕơ and to opportunities in: student scholarships and financial aid, library and technology resources, international study, faculty development, student activities, library and technology resources, student and faculty recruitment, buildings and grounds improvements, internships, and career services. THE RANDOLPH-MACON FUND is the foundation of the College s entire fundraising effort. Presidents Society The Presidents Society was established to recognize individuals who annually contribute $1,500 or more to any designation of the College. The Presidents Society recognizes the following levels of support: Society of 1830 $25,000 or more CŊŃŋŔŏŃŐDzŕ CŋŔŅŎŇ $10,000 to $24,999 Robert Emory Blackwell Fellows $5,000 to $9,999 Nathaniel Macon Associates $2,500 to $4,999 Benefactors $1,500 to $2,499 Young Alumni (Post-graduation 1-10 years) 10 Years since Graduation $1,000 or more (Class of 2004) 7-9 Years since Graduation $750 or more (Classes of 2005, 2006, and 2007) 4-6 Years since Graduation $500 or more (Classes of 2010, 2009, and 2008) 1-3 Years since Graduation $250 or more (Classes of 2011, 2012, and 2013) 8

9 VII. Ways to Give By check payable to Randolph-Macon College, mailed to PO Box 5005, Ashland, VA Online at By MasterCard, VISA, American Express, or Discover. Please call to make your gift. By monthly check card /debit or bank draft (EFT). By gift of stock. Please contact your staff liaison for details. Through a Planned Gift. By planning a gift for R-MC in your will or estate you can plan for a gift that is meaningful to you. Please contact your staff liaison for more information. VIII. Matching Gifts Always ask classmates if their employer participates in a matching gift program. (If ŖŊŇś ņő ŐőŖ ōőőřơ ŖŊŇś ŅŃŐ Ńŕō ŖŊŇŋŔ ŇŏŒŎőśŇŔƤ) TŊŇ ŅőŏŒŃŐśDzŕ HŗŏŃŐ RŇŕőŗŔŅŇŕ office should have matching gift forms, which need to be filled out and sent to R- MC along with their gift. Matching gifts count toward class goals and gift society memberships. IX. Frequently Asked Questions Why is alumni participation important to Randolph-Macon College? IŖ ŋŏœŕőřňŕ ŖŊŇ CőŎŎŇʼnŇDzŕ ŃńŋŎŋŖś Ŗő ŎŇŘŇŔŃʼnŇ ʼnŋňŖŕ ňŕőŏ őŗŋňŕ ŃŎŗŏŐŋƤ IŖ ŋŏœŕőřňŕ ŖŊŇ CőŎŎŇʼnŇDzŕ ŃńŋŎŋŖś Ŗő ŕňņŗŕň ʼnŔŃŐŖŕ ňŕőŏ ŐŃŖŋőŐŃŎ ňőŗőņńŗŋőőŕ ŃŐņ corporations. It is one of the factors which influence national rankings such as the US News and World Report rankings. It demonstrates: o Success of alumni o Satisfaction with the quality of a education o Alumni pride o Investment in the future of R-MC and its students Why are increased gifts important to Randolph-Macon College? The cost of a college education is always increasing, and increased gifts will ensure that R- MC maintains its competitive edge. In addition, every year THE RANDOLPH-MACON FUND goal increases so we depend on our generous alumni to help us reach our increased goal. Your gift to THE RANDOLPH-MACON FUND helps every year! 9

10 What are the dates of Randolph-Macon College fiscal year? The Randolph-Macon College fiscal year begins on July 1 and ends on June 30. What does your gift support? Randolph-MŃŅőŐ CőŎŎŇʼnŇDzŕ ŒőŕŋŖŋőŐ Ńŕ Ń ŒŔŇŇŏŋŐŇŐŖ liberal arts institution Scholarships Recruitment of top students Faculty and student program support Am I the only class agent from my class? Not necessarily. We hope to have at least one agent per class; some classes may have more, depending on size and willingness of volunteers. How long do I serve as a Class Agent? A minimum of one year, but each member will have the option at the end of the term to renew your position or pass it on to another classmate. Who will NOT receive a letter or correspondence from me? Anyone who has requested that his or her name be removed from our solicitation lists or anyone for whom we have no current mailing address. How are capital gifts different from RANDOLPH-MACON FUND unrestricted gifts? Capital gifts typically larger than RANDOLPH-MACON FUND gifts but are not defined with a minimum dollar amount ŃŔŇ ŇŋŖŊŇŔ ŒŗŖ ŋőŗő ŖŊŇ ŕņŋőőŏDzŕ ŇŐņőřŏŇŐŖ őŕ ŗŕňņ ņŋŕňņŗŏś ňőŕ ňńņŋŏŋŗŋňŕ ŃŐņ ńŗŋŏņŋőʼn ŋőŋŗŋńŗŋřňŕơ ńńŕňņ őő ŖŊŇ ņőőőŕDzŕ řŋŕŋňŕƥ If a classmate gives to, for example, the Class of 1959 Scholarship Fund, or directly to their major, will that count towards THE RANDOLPH-MACON FUND? No, contributions to special funds are considered restricted gifts. THE RANDOLPH-MACON FUND is unrestricted money that can be put to use right away in the area of greatest need. However, restricted gifts will be recognized in the class participation rate percentage for the year. What size gift should I ask my classmates for? UŕŇ śőŗŕ őřő ōőőřŏňņʼnň őň śőŗŕ ŒŔőŕŒŇŅŖDzŕ ŅŋŔŅŗŏŕŖŃŐŅŇŕ ŃŐņ Ŋŋŕ/ŊŇŔ ŔŇcent giving history. For recent donors, seek a healthy increase. For non-donors, the goal is to get them to give a gift of any size. Remember, every dollar makes a difference! When a prospective donor claims, I m financially strapped- I can t give, how should I respond? First remind your classmate that gifts for the current campaign can be made until June 30. A second option is for the donor to use a VISA, MasterCard, American Express, or Discover and break the gift out over time into smaller denominations. Also, stress the importance of participation; gifts of any size matter! US News & World Report uses alumni participation for the rankings of Colleges. And remind your classmate that gifts are tax deductible. How should I respond to a refusal for a non-financial reason? Ask your classmates why he/she chooses not to support the College. Either you or someone in the Office of Annual Giving or the Alumni Office may be able to address your 10

11 ŅŎŃŕŕŏŃŖŇDzŕ ŅőŐŅŇŔŐŕƤ OŐŇ őň ŖŊŇ ʼnŔŇŃŖŇŕŖ ŕňŕřŋņňŕ śőŗ ŅŃn provide the College, under such circumstances, is to listen and pass along a message. How do my letters fit into the alumni fundraising picture? The Office of Advancement raises money for the College through mail, phone calls, and personal visits. Each year, the Office of Annual Giving sends several letters to alumni, and at least twice a year we would like these letters to come from you. We currently outsource our phone-a-thon efforts to RuffaloCody. Through them, hired student callers solicit alumni for gifts to THE RANDOLPH-MACON FUND on behalf of R-MC. Development officers and volunteers visit or make personal phone calls to select alumni who may have the potential for a more significant gift or have specific interests in projects on campus. X. Helpful Hints for Fundraising Preparations: Make your own commitment first. Start the year off right by making your own gift to the College today. Lead your class to success by giving at a level that is personally meaningful. We encourage all class agents to consider joining the Presidents Society (information on the Presidents Society is included in this packet). Setting up a monthly pledge is a great way to give more than you ever thought you could. You will find it easier to ask others to make a gift after you have made one yourself. It may even be helpful to refer to your own giving in the ŖŇŚŖƤ FőŔ ŇŚŃŏŒŎŇơ ǵjőŋő ŏň ŋő ŔŇŐŇřŋŐʼn őŗŕ ŕŗœœőŕŗ ňőŕ ŖŊŇ CőŎŎŇʼnŇƤǶ Set a goal for your class. Coordinate with Annual Giving staff to set your class goals in terms of participation and total dollar amounts. Communicate these goals to your classmates in your correspondence (letters, s, and phone calls). Setting goals and sharing them with your classmates will lead to greater success. Consider your own convictions. Why do you feel good about the College? Why do you contribute to the College? A little reminiscing from you can be very effective in reminding your classmates of their own affection for the College. Consider a common thread that ties your class together. Your job is to write the letter we are unable to write. You know your own class in a way we do not use this knowledge to your advantage! Suggestions: Don t apologize or minimize. It is not only perfectly appropriate, it is absolutely necessary for colleges to seek financial support from alumni. Making a financial contribution to the College is an important and essential part of being alumni. Do it with pride and conviction. Talk about the alumni donor participation rate. As you already know, our goal this year is to increase alumni donor participation. To accomplish this, we need faithful alumni donors to renew their support, as well as new donors to begin their support. In other words, every R-MC alumnus/a can make a difference! Educating our alumni about the important of participation rates is a top priority. 11

12 In addition to encouraging donor participation, try to increase the average gift size. We need to encourage increased gifts because the cost of providing an education to our students keeps rising and our dollar goal for THE RANDOLPH- MACON FUND increases every year. Challenge your classmates to increase their giving a little each year. Don t attempt to state every reason for supporting Randolph-Macon College. Try to be brief and to-the-point. Encourage your classmates to take an interest in R-MC as it is today. Be selective with your choice of facts and points you will make. It is much better to make one or two points, and make them well, than it is to make several weak points. Write and speak with a sense of urgency. FőŔ ŇŚŃŏŒŎŇƣ ǵwŕŋŗň śőŗŕ ŅŊŇŅō now, ńňňőŕň śőŗ ňőŕʼnňŗƥƕ őŕ ǵwň ŐŇŇņ śőŗŕ ŊŇŎŒ today ŕő ņőőDzŗ ņňŏńśƥƕ őŕ ǵtŋň ŐŇŇņ Ŗő support THE RANDOLPH-MACON FUND ŋŕ ŅŔŋŖŋŅŃŎƤǶ!ppeal to your classmates reasons for giving. Help educate them about the need for their support. If we can help people feel great about R-MC, the donations will come. Write the kind of letter/ that would move your college friends to give! Be inclusive. FőŔ ŇŚŃŏŒŎŇƣ ǵjőŋő me in supporting R-MCƥǶ őŕ We who support R-MCƥǶ Remember to mention the matching gifts. Matching gifts from companies are added to personal gifts to double, and sometimes triple the amount. 12

13 XI Class Giving Class Year Alumni Solicited Donor % # Donors Total $ Class Year Alumni Solicited Donor % # Donors Total $ % 1 $1, % 62 $68, % 1 $1,460, % 66 $63, % 1 $ % 53 $31, % 2 $2, % 58 $54, % % 41 $88, % 2 $1, % 54 $49, % 3 $2, % 93 $93, % 4 $1, % 56 $19, % 14 $53, % 69 $31, % 4 $ % 54 $104, % 1 $ % 46 $44, % 6 $3, % 47 $31, % 10 $3, % 61 $26, % 20 $280, % 48 $14, % 23 $19, % 49 $16, % 25 $83, % 46 $44, % 33 $116, % 52 $22, % 32 $94, % 62 $16, % 17 $33, % 58 $17, % 17 $5, % 65 $26, % 24 $27, % 59 $20, % 29 $82, % 81 $27, % 31 $40, % 66 $20, % 41 $210, % 48 $24, % 28 $39, % 50 $15, % 48 $49, % 46 $11, % 56 $266, % 46 $13, % 48 $153, % 55 $12, % 53 $424, % 43 $6, % 45 $63, % 50 $16, % 37 $218, % 36 $5, % 59 $38, % 60 $15, % 39 $48, % 66 $9, % 47 $131, % 96 $17, % 52 $95, % 75 $6, % 54 $82, % 83 $11, % 53 $16, % 96 $7, % 39 $68, % 99 $3, % 38 $115, % 250 $6,095 13